You can automatically send documents electronically when you post the record that the document is based on. You can also produce physical copies of electronic documents for physical archiving when you post the record that the document is based on.

A document is sent to a recipient (endpoint) automatically when you post or print the posting for a record from any form on which:

An electronic document has been set up.
The recipient has a configured endpoint and endpoint action policy.

The following table lists some of the documents included with Microsoft Dynamics AX and their related posting forms.

Outbound document	Open the posting form
Purchase requisition	Click Accounts payable> Purchase order> Posting> Purchase order.
Sales invoice	Click Accounts receivable> Sales order> Posting> Invoice.
Picking list	Click Accounts receivable> Sales Orders> Pick and Pack> Picking List.
Advance ship notice	Click Accounts receivable> Sales order> Posting> Packing slip.
Price list	Click Accounts receivable> Customers> Trade agrmt.> Send electronically.
Chart of accounts	Click General ledger> Chart of accounts> Send electronically.
Dimensions	Click General ledger> Dimensions> Send electronically.
Exchange rates	Click General ledger> Setup> Exchange rates> Send electronically.

Send documents from a posting form

Use the following steps to enable the sending of documents when posting:

Open the posting form. For example, if you want to automatically send a picking list, follow the steps in the previous table to navigate to the picking list.
Click Batchand select the Batch processingcheck box.
In the Batch groupfield, select the batch group in which the document should be included.
Click OK. An Infolog message confirms that the job has been added to the queue.

Note
To electronically send documents through the posting form, the administrator must have the batch services configured correctly. For more information, see "Start and stop the asynchronous AIF services" in the Server and Database Administration Help.

Receive documents electronically

If the endpoint policy has been correctly set up, incoming electronic documents automatically appear in the tables and forms defined in the document and endpoint policy.

Depending on the setup, an inbound document is registered in a posting form or a journal form. For example, an inbound sales order can be placed in the Sales orderform (a posting form) or in the Sales journaljournal (a journal form) by selecting the relevant option in the Order typefield on the AIFtab in the Parametersform.

It is not necessary to define the placement of all inbound documents in posting or journal forms. If the sender and recipient endpoints are configured to exchange documents and the document itself is accepted by Microsoft Dynamics AX, the document is automatically imported into the appropriate forms.

The following table lists a subset of documents that ship with Microsoft Dynamics AX, their corresponding forms, and rules regarding receiving updates and duplicates of the document in question.

Note
An update is a change made to an existing record in the table. Receiving a new exchange rate for one or more currencies is not an update, but a new exchange rate record. A duplicate document is an identical copy of a previously received document, and might have been sent again mistakenly.

Inbound document

Receiving form

Updates

Sales order

The receiving form depends on the parameter set in the Order typefield on the AIFtab of the Accounts receivable parametersform.

( Accounts receivable> Setup> Parameters)

If the Order typefield is set to Sales order, the receiving form is the Sales orderform in the Accounts receivablemodule.
If the Order typefield is set to Journal, the receiving form is the Sales orderform.

( Accounts receivable> Journals> Sales order> Sales journal)

Updates to sales orders that were received previously are always added to the sales order journal in the Sales orderform.

( Accounts receivable> Journals> Sales order> Sales journal)

Any differences between the previous sales order and the updated sales order must be resolved before the sales order is posted.

Invoice

The invoice document is received in the invoice register defined in the Journal namefield on the AIFtab of the Accounts payable parameters> Setup> Parameters

The invoice document is in the Journalform.

( Accounts payable> Journals> Invoices> Invoice register)
Supporting information about an existing invoice document is on the Invoice informationtab of the Linesform.

( Accounts payable> Journals> Invoices> Invoice register> Lines)

–or–

( Accounts payable> Journals> Invoice approval journal> Lines)

Updates to existing invoices and invoices that are received more than once (duplicate invoices) are received as new and independent invoices in the defined invoice register.

Tip

You can configure the processing of duplicate invoices in the Check the invoice number usedfield on the Updatestab of the Accounts payable parametersform.

( Accounts payable> Setup> Parameters)

Packing slip

The packing slip document is received in the Packing slipform.

( Accounts receivable> Inquiries> Journals> Packing slip)

The default settings for the inbound packing slip are set in the Packing slipsection of the AIFtab in the Accounts receivable parametersform.

( Accounts receivable> Setup> Parameters)

Updates to existing packing slips are accepted and posted into the system, which permits partial deliveries of the sales order lines.

If the remaining sales line quantity is less than the packing slip quantity, the packing slip update document is rejected.

Inventory counting

The inventory counting document is received in the Inventory journalform.

( Inventory management> Journals> Item counting> Counting)

The default journal name for the inventory counting journal must be selected in the Countingfield on the AIFtab of the Inventory parametersform.

( Inventory management> Setup> Parameters)

Updates to the inventory counting document are treated as new inventory counting documents, and a new inventory counting record is created by the document.

Duplicate inventory counting documents are also treated as new inventory documents, and a new inventory counting record is created by the document.

Inventory transfer journal

The inventory transfer journal document is received in the Inventory journalform.

( Inventory management> Journals> Item transaction> Transfer)

The default journal name for the inventory counting journal must be selected in the Transferfield on the AIFtab of the Inventory parametersform.

( Inventory management> Setup> Parameters)

Updates to the inventory transfer document are treated as new inventory transfer documents, and a new inventory transfer record is created by the document.

Duplicate inventory transfer documents are also treated as new inventory transfer documents, and a new inventory transfer record is created by the document.

Inventory profit/loss

The inventory profit/loss document is received in the Inventory journalform.

( Inventory management> Journals> Item transaction> Profit/Loss)

The default journal name for the inventory counting journal must be selected in the Profit/Lossfield on the AIFtab of the Inventory parametersform.

( Inventory management> Setup> Parameters)

Updates to the inventory profit/loss document are treated as new inventory profit/loss documents, and a new inventory profit/loss record is created by the document.

Duplicate inventory profit/loss documents are also treated as new inventory profit/loss documents, and a new inventory profit/loss record is created by the document.

Chart of Accounts

The chart of accounts document is received in the Chart of accountsform. ( General ledger> Chart of accounts)

Updates to the existing chart of accounts are not permitted and the chart of accounts document is rejected.

Duplicate chart of account documents are treated as an update of the chart of accounts and are rejected.

Dimensions

The dimensions document is received in the Dimensionsform in the General ledgermodule.

Updates to the existing dimensions are not permitted and the dimensions document is rejected.

Duplicate dimensions documents are treated as an update of the dimensions and are rejected.

Exchange rates

The dimensions document is received in the Exchange ratesform.

( General ledger> Setup> Exchange rates)

Updates to the existing exchange rates are not permitted and the exchange rates document is rejected.

Duplicate exchange rates documents are treated as an update of the exchange rates and are rejected.

Price/discount agreement

The default journal name for the price/discount agreement journal must be selected in the Price/Discount agreementfield on the AIFtab of the Accounts payable parametersform.

( Accounts payable> Setup> Parameters)

For customers, click Accounts receivable> Setup> Price/Discount> Trade agreement journal names> Price/discount agreement journals.
For vendors, click Accounts payable> Setup> Price/Discount> Trade agreement journal names> Price/discount agreement journals.

Updates of existing trade agreements are not permitted and the price discount document is rejected.

Duplicate price discount documents are treated as an update of the trade agreement and are rejected.

Send documents from a posting form

Receive documents electronically

See Also